Customer Service Administration Assistant

Job Summary

The Service Administrator supports the service operations team by managing documentation, coordinating administrative processes, and ensuring accurate records for service activities. The role ensures timely processing of service documentation, billing, internal coordination, and compliance with company procedures.

Key Responsibilities

1. Documentation & Administration
   . Prepare and process service orders, quotations, and invoices.
   . Ensure proper documentation and filing of job reports and service records.
   . Maintain accurate and up-to-date data in CRM and service management systems.

2. Billing & Compliance
   . Ensure quotations are properly approved prior to the commencement of work.
   . Follow up on job completion reports to facilitate timely billing.
   . Attend to customer billing inquiries and issue payment reminders when required.
   . Ensure compliance with internal procedures, documentation standards, and audit requirements.

3. Internal Coordination
   . Work closely with Service Engineers, Technicians, Sales, and Back Office teams to support service operations.
   . Assist with operational planning and administrative support for the service team.
   . Attend to incoming calls and direct inquiries appropriately.
   . Follow up on technician van inspections and load test documentation.

4. Expenses and Medical Claims
   . Assist Service Engineers, Technicians, and back-office staff in the submission and processing of expense and medical claims.

5. Vendor Purchase Orders & Inventory
   . Issue purchase orders to vendors and coordinate payment processing.
   . Maintain records and monitor inventory for workshop supplies and truck oil.

Requirements

• Polytechnic Diploma or equivalent qualification in Business Administration or a related field
• Minimum 1-2 years of administrative experience, preferably in a service or operations environment
• Proficient in Microsoft Office and CRM/service management systems
• Good organizational and coordination skills with attention to detail
• Able to work collaboratively with multiple teams and handle multiple tasks efficiently
• Willing to work at Loyang Way area